Koha Guide for administration

1. Koha Guide for administration Senam Acar Amanda Rhew Cameron Smith

2. How to Access • Visit Koha Open-Source Integrated System at uncg01-staff.kwc.kohalibrary.com • Enter admin for both the username and password • In the box select the My Library option • Click on the Koha administrator module link on the staff page

4. Libraries and Groups • Found under Home > Administration > Basic parameters > Libraries and groups • How to add a new library • Click on the New Library box to create your library • Create a Library Code • The unique code used by the module to identify the library • Might be the initials of the library • Maximum of four characters • Enter the name of the library • Enter all information for your library • Click Submit to save all the information

6. Libraries and groups • How to add a new group • A single branch library does not need the group feature • Groups are used to to divide your library into categories • Click New Group • Enter your group information • How to add a new library branch • Click on New Library • Enter the Library Code • Enter all information related to the library • Click Submit to save changes

8. Funds and budgets • Found under More > Administration > Basic Parameters > Funds and Budgets • How to add a new fund • Used to monitor and track expenditures for their collection development and management of acquisitions • Click on New Fund • Identify your fund with a Code (max. 5 letters), Name and select the library in the scroll down box • Click Submit • Add a new budget • Once New Fund is created, edit information about budget of fund listed on the Funds and Budgets page • Click Add budget and enter the information • Click Submit

11. Currencies and Exchange Rates • Found under Administration>Basic Parameters>Currencies and exchange rates • Useful for international expenditures used for materials from vendors in other countries. • System is set to pre-programmed rates but occasionally currency information can be updated with www.xe.com • To update exchange rates use reload button (short-cut ctrl + r). It is important to use this function to track actual paid amount. • Click on question mark on right side at the top of the page to get help seen on net slide

13. Item types administration • Under Administration > Basic Parameters > Item Types • Allows you to categorize what materials your library collection holds and enables to set circulation rules specific to material format • How to create a new item type • Click on New Item Type • Create a code limited (max. 4 characters)and write description for the item type • Choose an icon (liblime-kids, npl, bridge, or remote image) for item types or simply select “No image” option • Enter the number of renewal times, the amount of rental fee and hold fee in the relevant fields • Write information in the Summary field which is used to display item on the search results page • Click on Save Changes when you finish • If Not for loan option is selected, then none of this type of material will be checked out.

15. Patron Types and Categories • Under Administration > Patrons and circulation > Patron types and categories • Used to set services including loan, requests, and fine policies and how these services are handled according to the types of users • Click on New Category • Enter a three or fewer character Category code • Enter the length in months of a patron enrollment • Set Upperage limit value to 999 (the highest allowed) since there is no upper age limit • Enter Enrollment fee either and Hold fee (if any) as whole numbers or with (up to) six decimal places, with no currency notation • Select “Child” in Category type. Child Patron is a patron category that has a "guarantor" such as organization or person. • Click Save

17. Cities, towns, and Road Types • Cities and Towns • Under Administration > Patrons and circulation > Cities and towns • Enables library to track the location that the patron lives in. • Click Cities and towns • Enter all the relevant information • Click Submit • Road Types • UnderAdministration > Patrons and circulation > Road types • Makes entering address information easier • Also used in geographic statistics • To add a new road type • Click New Road Type • Enter value as Blvd., Ave., or St. • Click Submit to save information

20. Circulation and fine rules • Under Administration > Patrons and circulation > Circulation and fines rules • Used to set the rules relevant to circulation and fines • Click on Circulation and fines rules • Select your library from the scroll down box to modify the rules • Select a Patron category and Item type • Enter information in relevant fields for Fine amount and Fine grace period • Define Fine charging interval, Current checkouts allowed and Loan period for the specified item • Click Add to complete to action

21. Library transfer limits • Under Administration > Patrons and circulation > Library transfer limits • Used to define transfer limits between libraries by item types and loan period as well as the library sending and receiving • Click on Collection code (FIC, REF, or/and NFIC) • Check boxes indicating library codes all that apply to show transfers from and to libraries

23. Item circulation alerts • Under Administration > Patrons and circulation > Item circulation alerts • Used to set rules for check-in and checkout alerts for different user categories and item types. • Select a library from the scroll down box • Click on Checkout to set rules • Click on boxes all that apply for preferences relevant to each item and user type • Follow the same instructions for Check-in settings

25. Other item status • Under Administration > Patrons and circulation > Other item status • Used to additional detailed information about the item status for materials in display, in repair, being cataloged, reserved, in restoration, etc. • To create an item status • Click on New Item Status • Enter a maximum five character code for Item status • Fill Description field with the name of status • Click on Save Changes

27. Catalog authorized values • Under Administration > Catalog > Authorized values • To add a new authorized value to an existing category • Select a category from the scrolldown menu (LOC) • Click New Authorized value for LOC to create a new value • Enter information for Authorized value and Description in relevant fields • Then click Save • To see Authorized Values for a category that already exists, select it from the category dropdown field • To add a new category, click New Category • Create a name with maximum 8 characters • Input one of the authorized values for the category • Enter description • Click Save

29. Marc bibliographic framework • Under Administration > Catalog > MARC Bibliographic framework • Enables to customize existing MARC frameworks for cataloging. • To create a framework • Click New Framework • Enter information in relevant fields • Click Submit to save the record

31. Koha to marc mapping • Under Administration > Catalog > Koha to MARC Bibliographic framework • Defines the mapping between the Koha transactional database (SQL) and the MARC Bibliographic records • You can switch between three existing categories of MARC linking you by selecting one of them from the dropdown menu and click OK • biblio • biblioitems • Items • Twoways to map/edit a Koha to MARC relationship • Click on the name of the field you wish to edit in the 'Koha Field' column • Click on 'edit' next to the field you wish to edit

33. Catalog authority types • Under Administration > Catalog > Authority types • Allows you to manage Authority frameworks that are formed by field and subfield definitions of MARC Records • Click New Authority Type • Fill the fields to describe new authority type

35. Catalog classification sources • Under Administration > Catalog > Classification Sources • Click New Classification Source • Enter information in relevant fields • Click Save

36. Catalog record matching • Under Administration > Catalog > Record matching rules • An advanced setting and should not be changed due to unknown effects of modification on data migration. • System has two built-in rules: one for ISBN and one for ISSN. • Click New Record Matching Rule to add a new one • Enter either isbn or issn in Index field • Enter the MARC Tag number and then the letter/number correlated with the MARC subfield you would like to transfer • Offset: enter a numeric value for the number of character to skip matching attempt • Length: enter a numeric value for the number of characters to correspond with the string • Normalization value: the value predetermined by one of the rules for either ISBN or ISSN. Enter relevant information in the fields that you want to import incoming record from the source for the comparison under Source (incoming) record check field • Write the target information in the database to get the relevant values to compare them from the source under Target (database) record checkfield • Click Match checkto double-check the matching fields

37. Z39.50 Servers • Enables searching catalog records to import to your catalog • Koha normally is set to the Library of Congress catalog Z39.50 Servers by default. • Carefully select your servers by choosing serversthatmight be easy to import records in the accurate MARC format to your Koha. • Checking and running too many servers at the same time might slow down Z39.50 queries. • To add new server • Click New Z39.50 Server • Enter information to relevant fields • Save the record